Coordinator, Executive Office and Executive - Markham, Canada - Oak Valley Health

Oak Valley Health

Verified Company

Markham, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Land Acknowledgement:

Oak Valley Health honours the traditional territory of the closest Indigenous communities, the Chippewas (chi-puh-waas) of Georgina Island and the Mississaugas of Scugog Island.

The Haudenosaunee (Ho-de-no-shau-nee) and Anishinaabe (Ah-nish-in-ah-beh) have lived, worked and existed on this land from time immemorial.

This land is covered by Treaty 13 signed with the Mississaugas of the Credit, and the Williams Treaty signed with many Mississauga and Chippewa bands.

Forbes Canada Honouree

Who you are:

You encompass Oak Valley Health's core values and live the words of Respect, Trust, Commitment, Compassion and Courage
You are a patient and/or client centered individual who performs at an exemplary standard
You are a team player with excellent communication, critical thinking and prioritization skills

What we are looking for:

As a member of the Executive Office team, we are seeking a self-directed, independent critical thinker who is well-organized to provide complex administrative support to the CEO's office, Executive Office administration, and Board.

Exercising considerable judgment you will anticipate the senior leaders professional needs and produce first rate documentation to support them.

To succeed in this role you must have a full understanding of hospital policies and procedures, be discreet and professional, able to accept and assume responsibility while making appropriate decisions based in accordance with your role.

Areas of responsibilities include:

Coordinating, scheduling and confirming appointments and various other activities for the CEO's office and senior leadership team
Utilizing considerable judgment and diplomacy to reschedule or book appointments according to changing priorities; recording and/or deleting appointments and meetings, notifying appropriate personnel of changes
Coordinates, organizes or plans meetings/events including drafting agenda; liaising with internal and external contacts; arranging meeting rooms, meals and other details; advising parties concerned of the meeting time and location; distributing the agenda to the appropriated people on a timely basis; ensuring attendees have appropriate materials to meet their agenda requirements; arranging for appropriate audiovisual and other equipment/materials; attending meetings, records and prepares minutes; following up and monitoring implementation of meeting decisions; coordinating continuing medical education activities and department social functions
Establishes, implements and ensures appropriate systems are in place to enable work activities to flow smoothly; maintains a safe work environment
Requisitions office and other supplies; ensures supplies are accessible
Develops, organizes and maintains electronic and paper information filing/retrieval methods, systems, or formats
Performs clerical support functions, prioritizing work
Maintains attendance records; ensuring timesheets are completed and submitted in a timely and accurate manner
Supports the President's Advisory Council (PAC) and the Senior Leadership Team (SLT) meetings
Oversees the preparation of/edits to the corporate emergency contact list
Oversees and manages the external stakeholder list, SLT event calendar and huddles
Coordinate holiday roundings for SLT
Supports Board and Board committees related work as assigned

What you bring to the role:

Post secondary degree or diploma level education in office/administrative management, with specific file/data management training
A minimum of 35 years of recent relevant executive assistant experience supporting a member of the executive leadership team within a healthcare environment is essential
Proven record in ensuring confidentiality, integrity, professionalism and diplomacy at all times
Proven MS Office proficiency (Word, Excel, and Powerpoint) required
Proven ability to research and develop power point presentations for the senior team
Demonstrated excellent organizational skills with ability to prioritize tasks and meet deadlines in a fastpaced environment
Superior communication (verbal and written) skills and the ability to effect strong public relations with Board members, staff, physicians, volunteers, community, and government staff
Proven welldeveloped customerservice focus
Demonstrated ability to work both independently and collaboratively within a team environment
Excellent critical thinking skills with the ability to think independently to proactively anticipate the needs of the senior team
Must demonstrate high initiative and efficiency with accurate attention to detail
Demonstrated good attendance and performance records with the ability to maintain these same standards
Demonstrates a commitment to a healthy and safe workplace for self and others (staff, patients, families, etc.) by taking all reasonable precautions and working in compliance with organization related policies, healt